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AGENDA GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, 735 Broughton Street Community Meeting Room November 28, 2017 at 12:00 P.M

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AGENDA GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, 735 Broughton Street Community Meeting Room November 28, 2017 at 12:00 P.M AGENDA GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, 735 Broughton Street Community Meeting Room November 28, 2017 at 12:00 p.m. The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the Central Branch is located and Board Meetings take place. 1. APPROVAL OF AGENDA Motion to Approve 2. CHAIR’S REMARKS For Information 3. APPROVAL OF MINUTES 3.1 Minutes of the Board Meeting of October 24, 2017 Attachment #3.1 Motion to Approve 4. BUSINESS ARISING FROM PREVIOUS MEETING None 5. CEO REPORT TO THE BOARD Attachment #5 For Information 6. COMMITTEE REPORTS 6.1 Planning and Policy Committee Meeting November 7, 2017 Oral Report For Information 6.1.1 Planning and Policy Committee Meeting Minutes June 20, 2017 Attachment #6.1.1 Motion to Approve 6.1.2 Policy #G.3 Board Roles and Structure Attachment #6.1.2 Motion to Approve 6.1.3 Trustee Mentorship Proposal Attachment #6.1.3 Motion to Approve 7. FINANCIAL STATEMENT 7.1 Statement of Financial Activity ending October 31, 2017 Attachment #7.1 Motion to Approve 8. NEW BUSINESS 8.1 2018 Proposed Board Meeting dates Attachment #8.1 Motion to Approve 9. REPORTS / PRESENTATIONS (COMMUNITY & STAFF) 9.1 Staff Presentations For Information • Staff Day 2017/2018 Presentation Attachment # 9.1 Motion to Approve • Truth & Reconciliation Commission Recommendations & GVPL support For Information 9.2 BCLTA Update For Information 9.3 Friends of the Library Update For Information 9.4 IslandLink Federation Update For Information 10. BOARD CORRESPONDENCE 10.1 Letter - Ministry of Education, Libraries Branch Public Library Grants Attachment #10.1 Motion to Receive 10.2 Letter – Name that Library, City of Victoria Attachment #10.2 10.3 Letter – City of Colwood, 2018 Board Appointment Attachment #10.3 12. NEXT MEETING For Information December 12, 2017 at 12:00 p.m. 13. ADJOURNMENT Motion to Adjourn Mission Statement We build community and support literacy and lifelong learning by providing free access to information, space, tools and expertise Attachment #3.1 DRAFT REGULAR BOARD MEETING MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, 735 Broughton Street Community Meeting Room October 24, 2017 12:00 p.m. The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the Central Branch is located and Board Meetings take place. Board Members: Trustee R. Martin (Chair) Trustee D. Begoray (Vice-Chair) Trustee M. Boyd Trustee K. Burns Trustee G. Goudy Trustee Z. King Trustee S. Laidlaw Trustee A. MacKinnon Trustee K. Murdoch Trustee D. Murdock Trustee M. Sahlstrom Trustee K. Santini Trustee G. Young Staff: Ms. M. Sawa, CEO/Secretary Ms. L. Jordon, Deputy CEO, Director of Strategic Development Ms. D. Main, Director of Human Resources Mr. P. McKinnon, Director of Finance and Facilities Mr. D. Phillips, Director of Technology and Risk Management Ms. J. Windecker, Director of Public Services Ms. D. Wood, Director of Communications and Development Ms. K. Marshall, Recording Secretary Regrets: Trustee R. Burris Trustee B. Burton-Krahn Trustee D. Curtis Trustee J. Rogers CALL TO ORDER, TERRITORIAL ACKNOWLEDGEMENT AND WELCOME Trustee Martin called the meeting to order at 12:02pm. Mission Statement We build community and support literacy and lifelong learning by providing free access to information, space, tools and expertise Greater Victoria Public Library October 24, 2017 Page 2 1. APPROVAL OF AGENDA Moved by Trustee Santini, Seconded by Trustee King THAT the October 24, 2017 Regular Board Meeting agenda be approved. MOTION CARRIED 2. CHAIR’S REMARKS Trustee Martin introduced Mr. Paul McKinnon, Director of Finance and Facilities. On Monday, October 23, 2017 the Board celebrated with Trustee Alexander to recognize his eight years on the board. The vacant Victoria Citizen Representative position will be filled in January. Trustee Martin noted the recent Victoria Book Prize Society Award Gala, and recognized the efforts of GVPL librarians who worked behind the scenes to create a fantastic evening. The 2017 UBCM conference was well attended by the councillor representatives. A BC Public Libraries exhibit was featured in the conference trade show. 3. APPROVAL OF MINUTES Moved by Trustee Begoray, Seconded by Trustee Santini THAT the minutes of the September 19, 2017 Regular Board Meeting be approved. MOTION CARRIED 4. BUSINESS ARISING FROM PREVIOUS MEETING None 5. CEO REPORT TO THE BOARD Ms. Sawa, CEO, reported on October’s activities. GVPL offered numerous activities and events during BC Library Month. The City of Victoria: Witness Reconciliation program by Marianne Alto was well attended and presented. The 2016 Annual Report will be available online shortly. The 2017 Vital Signs report features the role that GVPL plays in the community. Ms. Sawa noted her participation in a number of provincial and national professional association activities in October, including the Fall meetings of the Canadian Urban Libraries Council (CULC), Association of B.C. Public Library Directors and the Libraries and Archives Canada Stakeholders’ Forum. As well, Ms. Sawa facilitated the B.C. site visit and instruction session for CULC’s Public Library Leaders (PLL) program. BOARD MINUTES PAGE 2 Greater Victoria Public Library October 24, 2017 Page 3 6. COMMITTEE REPORTS 6.1 Finance Committee Meeting October 10, 2017 Oral Report Trustee Murdock provided a Finance Committee update. Trustee Murdock commended Ms. Sawa and staff for their work on the budget. The Finance Committee recommends the 2018 Budget and Five-Year Financial Plan be approved. 6.1.1 Finance Committee Meeting Minutes – September 12, 2017 Moved by Trustee Murdoch, Seconded by Trustee Boyd THAT the September 12, 2017 Finance Committee minutes be approved. MOTION CARRIED 6.1.2 Budget Fiscal 2018 and Five-Year Financial Plan Trustee Murdock presented the Budget Fiscal 2018 and Five-Year Financial Plan. Moved by Trustee Murdock, Seconded by Trustee Murdoch THAT the Budget Fiscal 2018 and Five-Year Financial Plan be approved. MOTION CARRIED 7. FINANCIAL STATEMENT 7.1 Statement of Financial Activity ending September 30, 2017 Moved by Trustee Murdoch, Seconded by Trustee MacKinnon THAT the Statement of Financial Activity ending September 30, 2017 be approved. MOTION CARRIED 8. NEW BUSINESS 8.1 New Branch in James Bay Status Update Ms. Jordon presented an update on the new branch in James Bay. An open house with information about the new branch will be held at the Central Branch on November 4, 2017. The City of Victoria council will decide upon a name for the new branch after the City’s community consultation process is completed. Board input will be gathered and submitted to Council prior to the City’s November 19th submission deadline. Trustee King left the meeting at 12:54pm 9. REPORTS / PRESENTATIONS BOARD & STAFF 9.1 Staff presentations • Naxos Music Library BOARD MINUTES PAGE 3 Greater Victoria Public Library October 24, 2017 Page 4 Funded by an anonymous donor, Naxos Music Library is an exciting new product for GVPL. Ms. Rowan, Coordinator Public Services and Ms. Rogers, Senior Librarian Collections & Technical Services provided trustees with a demonstration of the new product and a preview of a new partnership with Pacific Opera Victoria. 9.2 BCLTA Update Nothing to report 9.3 Friends of the Library Update Friends of the Library are preparing for the November book sale. On behalf of the FOL, Trustee Goudy asked all councillors to include book sale information on their municipality’s website. 9.4 IslandLink Federation Update Nothing to report 10. BOARD CORRESPONDENCE None 11. NEXT MEETING Tuesday, November 28, 2017 12:00pm-1:30pm 12. ADJOURNMENT Moved by Trustee Murdoch, Seconded by Trustee Sahlstrom THAT the October 24, 2017 Regular Board Meeting Adjourn. MOTION CARRIED Meeting adjourned at 1:08pm. Board Chair Board Secretary BOARD MINUTES PAGE 4 Attachment #5 CEO Report to the Board November 2017 Community Open House: New Branch in James Bay On November 4, in partnership with the City of Victoria, GVPL welcomed the community to attend an Open House at the Central Branch to preview the plans for the new branch in James Bay. Approximately 150 people participated during the course of the four-hour event. City of Victoria Mayor Lisa Helps, joined by Councillors Chris Coleman, Charlayne Thorton-Joe and Geoff Young along with a number of GVPL trustees engaged with community members to share information about this ongoing project. The 12th GVPL location is anticipated to open in early 2018. Collections Naxos Music Library On October 21, GVPL launched Naxos Music Library, a streaming music platform containing more than 132,000 albums and two million tracks of classical music and a selection of world, jazz, pop and rock. Naxos also offers education resources like composer biographies, liner notes and opera libretti as well as customized playlists prepared by Naxos and GVPL. Since the launch, GVPL has had 175 logins and streamed 1400 tracks. Communications Promotion in Local Publications The Communications and Development Department has developed relationships with several local print publications and submits content to them to promote the library’s collections and services. Articles or advertisements appear regularly in the following: Active Living Guides (Esquimalt and West Shore), Island Grandparent, Island Parent and BlackPress papers. Programs and Events National Novel Writing Month: Write-In at GVPL NaNoWriMo (National Novel Writing Month) writers across North America aim to write a 50,000-word novel in the month of November. Each Sunday, aspiring writers meet at the Central Branch for word count games, writing prompts and inspiration. The ID Project GVPL will host the ID Clinic every fourth Friday of the month at the Central Branch for those who need help replacing their IDs. The ID Project is supported by Pro Bono Students Canada (University of Victoria Chapter), the Downtown Service Providers Committee of Victoria and the Constituency Office of Carole James, MLA.
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